Executive Assistant

Executive Assistant for to two Presidents
Location: Brentwood, CA
Schedule: Monday to Friday, 9:00 AM to 5:30 PM in office.

Overview
You will support the two C-Level Executives in both business and personal matters. This role requires strong organization, accuracy, and ownership. Travel on steroids both domestic and international). Candidate must come with extensive travel experience and heavy calendar management. The President travels often, so you must work independently and keep operations moving without direct oversight. You will manage complex schedules, travel, and day to day logistics for the President and family. Plans change often, so you must adapt fast and stay calm under pressure.

This role is 90 percent Executive Assistant and 10 percent Personal Assistant.

Executive Support
Manage a high volume, constantly changing calendar with precision
Organize, prioritize, and act on information from email, calls, meetings, and direction from leadership
Coordinate meetings, calls, and events across multiple time zones
Schedule conference calls and manage meeting logistics
Prepare itineraries, documents, presentations, and correspondence
Proofread all materials for spelling, grammar, formatting, and accuracy
Ensure clarity and consistency across all final deliverables
Track action items and ensure follow through
Maintain physical and digital filing systems with accuracy and organization
Answer and screen phone calls professionally
Maintain strong professional etiquette while acting as a liaison to employees and external partners
Handle confidential information with discretion
Maintain working knowledge of conference room technology and connections to support presenters and guests
Set up and manage Zoom calls for the President
Oversee American Express invoices for the President and Director of HR, including cost coding, expense tracking, and reporting
Coordinate document delivery, including courier services as needed

Arrive early or stay later on event days to ensure setup and execution run smoothly

Flexible schedule to meet business and personal needs (minimal required)

Travel Management
Plan and manage detailed travel for the President, spouse, and family
Coordinate domestic and international flights, hotels, and transportation
Arrange travel for extended family members when needed
Handle travel for all home office team members (5)
Adjust travel in real time due to delays or changes
Resolve issues quickly, including refunds, credits, and rebookings

Research and secure services, reservations, and experiences

Previous experience managing airline credits a plus

Personal Support
Assist the President and spouse with daily personal and business related tasks
Handle returns, credits, and vendor follow up
Be available for occasional weekend calls related to travel updates

Assist with scheduling, errands, and household coordination with house manager

Office and HR Support
Work independently while the President is out of the office
Assist with office management tasks as assigned
Support the Director of HR with confidential projects during slower periods
Maintain strict confidentiality with all HR related information as well as President information

Qualifications

7 plus years of Executive Assistant experience supporting senior leadership
Experience managing complex travel, including international itineraries

Previous concierge experience at a Ultra luxury hotel a plus - but not necessary.

Notary license a plus. Must be willing to obtain.
Strong attention to detail and high level of accuracy
Highly organized with the ability to manage multiple priorities
Strong problem solving skills with a proactive approach
Ability to work independently with minimal direction
Comfortable working in a fast paced, changing environment
Professional, discreet, and dependable

What Success Looks Like

You anticipate needs before they arise
You operate effectively without supervision
You handle changes without disruption
You solve problems without needing direction
You keep everything organized, accurate, and on time

This role fits someone who takes ownership, values precision, and can manage both executive and personal responsibilities with consistency and discretion.